Revamp orientation info to address virtual meetings

• Date: 01 January 2021
• Published date: 01 January 2021
• DOI: http://doi.org/10.1002/ban.31203

8 Board & Administrator

DOI 10.1002/ban © 2021 Wiley Periodicals LLC • All rights reserved

Revamp orientation info to address

virtual meetings

For organizations welcoming new board mem-

bers as we enter 2021, the standard board mem-

ber orientation process will look a little different.

In addition to the usual items—like primers on its

bylaws, charters, board roles and responsibilities,

conflict-of-interest and whistleblower policies, and

financial reports, and a deep dive on the organiza-

tion’s mission, programs and values—new mem-

bers this year should be brought up to speed on

the technical aspects of attending virtual board

meetings, a necessity thanks to the pandemic.

Among other items, board member orientation

packets should include materials that address:

• Which web-conferencing software to use.

New members need to know which of the many

different virtual meeting platforms the nonprofit

uses—whether it’s Zoom, GoToMeeting or one of

the many other options—and

get up to speed on how it works.

That may require downloading

software or paying a usage fee,

and may even require they up-

grade their computer and other

hardware if it’s out of date.

• Which hardware they’ll

need. Depending on the

platform, members might be logging in via mobile

phones, tablets or computers. They might need

accessory webcams, headsets and dedicated micro-

phones. Whatever the situation, new members likely

aren’t already set up for it, so they’ll need some guid-

ance on what to buy, and maybe even how to use it.

• Virtual meeting etiquette. New members

should also be informed about expectations for

visual backgrounds, dress codes and keeping ex-

traneous sound and noise to a minimum during

meetings. Experts note that messy backgrounds—

visible thanks to webcams—can be distracting (if

not embarrassing), as can unkempt or inappropri-

ate grooming and dress. And the policy on micro-

phones—and specifically, whether they should be

muted when the member is not speaking—should be

clearly understood, to further limit distractions. ■

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